How to Create an Invoice in Spain: A Simple Step-by-Step Guide

**How to Create an Invoice in Spain: Your First Factura Step-by-Step**

So, you’ve done the hard work. You’ve landed the client, delivered the project, and now comes the best part: getting paid. But then you stare at a blank page and a cold sweat begins to form. You need to create a Spanish factura, and you’ve heard whispers it’s more complicated than a flamenco dance step. What’s a NIF? What’s IVA? What’s this IRPF thing everyone talks about? And now there’s a QR code?!

¡Tranquilo, amigo! Take a deep breath. Learning how to create an invoice in Spain might seem intimidating, but it’s not impossible. In fact, we’re going to make it downright easy.

Think of this guide as your friendly local who takes you by the hand and shows you the ropes. We’ll break down every single part of a Spanish invoice, explain what it is in plain English, and show you how to do it right. Because getting paid should be a fiesta, not a fiscal nightmare. This is your ultimate guide on how to create an invoice that is 100% legal, professional, and gets you one step closer to that sweet, sweet dinero.

First Things First: Why Your Spanish Invoice Isn’t Just a Bill

Before we dive into the “how-to,” let’s quickly cover the “why.” In many countries, an invoice is just a simple request for payment. In Spain, a factura is a serious legal and fiscal document. It’s the cornerstone of your business accounting and your relationship with the Hacienda (the Spanish Tax Agency).

Getting it right is crucial because your invoices are used to:

Declare Your Taxes: The IVA (VAT) you charge and the IRPF (Income Tax) you withhold are calculated directly from your invoices.
Prove Your Income: It’s the official record of your business activity.
Comply with the Law: With new regulations like Verifactu, every invoice is now part of an unchangeable, digitally-signed chain. An error isn’t just an oopsie; it can be a real problem.

Understanding how to create an invoice correctly from day one is the smartest thing you can do for your business.

**The Anatomy of a Perfect Spanish Factura: A Step-by-Step Breakdown**

Ready? Let’s build your first factura piece by piece. Here’s everything you need to know about how to create an invoice that even the strictest inspector would approve of.

**Step 1: Your Details (The Emisor)**

This is you! You need to clearly state who is sending the invoice.

Full Name & Surname: Or your company’s legal name.
NIF (Número de Identificación Fiscal): This is your unique tax identification number. It’s the most important piece of data here.
Full Address (Domicilio Fiscal): Your registered business address.

**Step 2: Your Client’s Details (The Destinatario)**

This is the person or company paying you. You need the exact same information from them.

Full Name or Company Name.
Their NIF. (Always double-check this! A wrong NIF can invalidate the invoice for tax purposes).
Their Full Address.

Step 3: The Magic Numbers (Invoice Number & Dates)

This part is crucial for keeping your books in order.

Invoice Number (Número de Factura): This MUST be unique and sequential, with no gaps. For example, F2025-001, F2025-002, F2025-003. You can’t just make up numbers. A consistent series is key. This is a core part of learning how to create an invoice.
Invoice Date (Fecha de Expedición): The day you create the invoice.
Due Date (Fecha de Vencimiento): The deadline for the payment.

**Step 4: The Description (Conceptos)**

This is where you detail what you’re charging for.

Be Clear and Concise: Describe each service or product on a separate line. “Consulting Services for Project X,” “5 hours of graphic design work,” “Sale of 10 handmade ceramic pots.”
Include: Quantity (Qty), Price per unit, and the total for that line item.

Step 5: The Money Part (The Holy Trinity of Spanish Taxes)

This is the part that often confuses people, but it’s just simple math. The most important part of how to create an invoice is getting the taxes right.

Base Imponible (Taxable Base): This is the subtotal of all your line items, before taxes.
IVA (VAT – Value Added Tax): This is the tax you add on behalf of the government. For most services and products in Spain, it’s 21%. You add this to the taxable base. (e.g., €100 base + 21% IVA = €21).
IRPF (Income Tax Withholding): This is only for autónomos (freelancers) providing professional services to other businesses or freelancers in Spain. It’s a pre-payment of your income tax. The standard rate is 15% (or 7% for your first two years). You subtract this from the taxable base. (e.g., €100 base – 15% IRPF = -€15).
Total (Total Factura): The final amount the client has to pay. The formula is: Base Imponible + IVA – IRPF = Total.

Step 6: The New Legal Stuff (Thanks, Verifactu!)

Since 2025, there are two new kids on the block.

The QR Code: Every invoice must now have a special QR code.
The “VERI*FACTU” Line: A unique code or line of text that proves your invoice was created with compliant invoicing software.

**Common Mistakes That Can Cost You a Fiesta (and a Fine)**

Now you know how to create an invoice, let’s look at the common tripwires:

Messy Invoice Numbers: Using random numbers or having gaps in the sequence is a big red flag for the Hacienda.
Wrong IVA Rate: Not all services have a 21% IVA. Make sure you’re applying the correct one.
Forgetting IRPF: If you’re a professional freelancer, forgetting to withhold IRPF on your invoices to Spanish companies is a classic mistake.
Using a Non-Compliant Tool: Sticking with Word or Excel after the deadline is like playing poker with the taxman. You will lose.

The Easiest Way? Let TaxOle Do the Heavy Lifting!

Feeling a bit overwhelmed? That’s normal. You’ve just learned the complex process of how to create an invoice manually.

Now, imagine doing all of that… with just a few clicks.

That’s the magic of TaxOle. Our invoicing software was designed to automate this entire process for you.

It remembers your clients: Just pick from a dropdown.
It numbers your invoices perfectly: Automatically, sequentially, with no gaps.
It calculates the taxes for you: Just add your line items, and TaxOle calculates the IVA and IRPF correctly every single time. No more calculator nightmares!
It adds the QR code and Verifactu compliance automatically: You don’t even have to think about it. It’s just there, making your invoice 100% legal.

Learning how to create an invoice is one thing. Mastering it without wasting time is another. TaxOle is your secret weapon to do just that.

**Conclusion: You’re a Factura Master Now!**

Congratulations! You now have all the knowledge you need on how to create an invoice in Spain like a seasoned pro. It’s all about being structured, paying attention to the details, and understanding the key numbers.

While you can do it manually, using a smart tool like TaxOle not only saves you a ton of time but also gives you the ultimate peace of mind. Why risk a mistake when you can automate the process and know you’re always compliant?